Agenda Item Wording:
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Authorize the City Manager to award a contract for the Playground Structure Replacement Project to Anchor 41 Construction, of Hanford, CA, for an amount not to exceed $317,600.00, for the design and installation of a new playground structure at Riverway Sports Park.
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Deadline for Action: 11/20/2023
Submitting Department: Community Services
Contact Name and Phone Number: Daryl Tillman, Park Maintenance Supervisor 713-4435; daryl.tillman@visalia.city <mailto:daryl.tillman@visalia.city> Alvin Dias, Parks and Facilities Manager 713-4564; alvin.dias@visalia.city <mailto:alvin.dias@visalia.city> Kelli Kincaid, Community Services Director 713-4042; kelli.kincaid@visalia.city <mailto:kelli.kincaid@visalia.city>
Department Recommendation:
It is recommended that the City Council authorize the award of a construction contract for the installation of new playground equipment at Riverway Sports Park to Anchor 41 Construction, of Hanford, CA, in the amount of and not to exceed $317,600.00, per specifications of RFP 22-23-33.
Background Discussion:
CP0488 Riverway Sports Park (Jim Byrd) Playground Replacement Project was approved by Council on 03/15/2021, during the Mid-Year budget review. Staff requested the replacement of the existing playground structure due to damage to many of the platforms and support poles. The playground is constructed from composite wood material and had become unsafe for use and temporary fencing was installed to close the playground off from public use.
RFP #21-22-09 was advertised on 12/15/2021, for the design, demo, and construction of a new play structure within the dimensions of the existing playground fall surfacing area. Two proposer conferences were conducted on January 5, 2022, and January 7, 2022, where staff answered questioned and toured the playground area with several contractors. Proposals for the RFP were due on February 1, 2022. The City received a total of three design submissions from two proposers. A selection committee was formed and met on February 15, 2022, to review the design proposals and select the design they felt met the requirements of the RFP and gave the most playability to the community. The selection committee was comprised of two Parks and Recreation Commissioners, Veronica Barajas, and Edgardo Monroy, two Parks Division staff members, Scott Pyle, and Daryl Tillman, and Recreation Manager, Laurissa Roggenkamp.
The selection committee reviewed all the designs that were submitted using the criteria that was established in RFP #21-22-09. During the review, the committee felt that the designs received were inadequate and would not meet the needs of the community. The committee also felt that the proposed design was unimaginative and would result in backlash from park users. The original playground was so large, the new equipment would look sparse in the play area footprint. Staff had budgeted $150,000.00, in CIP CP0488, for the project and felt this would be sufficient to complete the playground replacement.
Staff originally thought the demolition cost was the cause for such a small play structure and reached out to the submitted proposers, as well as the proposers that attended the proposer conference to find the reason why the designs fell short of expectations. The proposers all stated that due to the cost of play equipment they could not offer a more robust design with the budgeted amount, and that the demo was a small portion of the project cost. Staff began researching ways to increase the project budget through cost savings in other General Fund CIP projects and found a $66,117.20, cost savings in two recently awarded CIP projects, CP0467, Blain Park Arbors, and CP0493, Perry Family Park playground resurfacing. These projects have not been completed and contingency funds will be kept for each project if a change order is needed.
On May 20, 2022, a meeting with the Finance and Technology Services Director was held to discuss the transfer requests. During this meeting an additional $100,000 from the Parks Maintenance operations budget, water line 1622-56120, was recommended to be included in the transfer request for the Jim Byrd Playground replacement project by the Finance and Technology Services Director. The total transfer request for the project is $166,117.20 and would give the Riverway Sports Park Jim Byrd Playground Replacement Project a budget total of $316,117.20. (Please see attached spreadsheet) Staff feel confident the increased budget will produce a new playground for Riverway Sports that will meet the expectations and needs of the public.
A second Request for Proposals, RFP #22-23-33 was advertised on 6/1/2023 and 6/6/2023, for the design, and construction of a new play structure within the dimensions of the existing playground fall surfacing area. Two mandatory proposer conferences were conducted on June 14, 2023, and June 15, 2023, where staff answered questioned. Proposals for the RFP were due on June 30, 2023. The City received a total of five design submissions from four proposers. A selection committee was formed and met on September 26, 2023, to review the design proposals and select the design they felt met the requirements of the RFP and gave the most playability to the community. The selection committee was comprised of one Parks and Recreation Commissioners, Samantha Wagner, one Parks Division staff member, Daryl Tillman, and Recreation Manager, Laurissa Roggenkamp.
The selection committee reviewed all the designs that were submitted using the criteria that were established in RFP #22-23-33. During their review the committee felt that the proposal submitted by Anchor 41 Construction, of Hanford, CA was the overall unanimous winner and best meets the requirements of RFP #22-23-33 and the needs of the community.
Fiscal Impact:
The fiscal impact for RFP 22-23-33 a construction contract for the installation of new playground equipment at Riverway Sports Park is funded by the City’s Capital Improvement Program (CIP) Fund 001 General Fund, of which there is $317,659.89 of funds budgeted.
Prior Council Action: None
Other: None
Alternatives: Reject proposals and go out for another Request for Proposals.
Recommended Motion (and Alternative Motions if expected):
recommendation
I move to award a contract for the Playground Structure Replacement Project at Riverway Sports Park, to Anchor 41 Construction, (RFP 22-23-33) for a not to exceed amount of $317,600.00.
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Environmental Assessment Status: N/A
CEQA Review: N/A
Attachments: RFP 22-23-33, RFP 22-23-33A1 Addendum, RFP 22-23-33A2 Addendum, Anchor 41 Construction Proposal, Evaluation Form, Committee Score Totals.